UK Business and Science College Policy Manual

Appeals Policy

1. Duty of the Centre

It is our responsibility as a NCFE approved Centre that all learners are aware of the appeals process and all learners will have access to a responsive appeals process.

The Internal Quality Assurer is responsible for managing the Appeals Policy for UK Business and Science College and the Centre will inform all learners of whom this is.

Assessment of evidence against the specified Assessment Criteria is a process whereby assessors give constructive feedback at the time of the assessments through assessment feedback. If the learner disagrees with an assessment, or proposed assessment plan, the learner will be expected to explain the basis of the disagreement to the assessor at the time of the feedback session. The assessor must be able to highlight clearly to the learner why the criterion has not been met, or the reasons for the proposed assessment plan. This type of negotiation does not constitute a formal appeal. If, after such a feedback session, the disagreement has not been resolved, the learner should follow the Appeals Procedure set out below. The consideration of appeals that are made will help the internal quality process and the Centre’s Internal Quality Assurer to monitor the assessment process and improve it, where appropriate. Records of all formal appeals will be recorded in the Appeals Log which will be available to any representative of NCFE and/or a representative of the Regulatory Body.

2. Formal Appeals Procedure

If, after the informal discussion with the assessor, the learner wishes to make a formal appeal, the learner must request this in writing to the Internal Quality Assurer. This must be done within 5 working days of receiving the original assessment feedback. Once the appeal has been received by the Internal Quality Assurer they will record this in the Appeals Log.

Learners can appeal against the following:

• The assessment plan – the learner can appeal if they do not agree with the suggested methods, location, time and criteria
• The assessment – the learner has the right to appeal if they feel that the assessment differed from what was agreed on the assessment plan or they feel that they did not receive a fair assessment.
• The assessment decision – the learner can appeal if they feel the assessor’s judgment was unfair.

The Internal Quality Assurer on receipt of the formal appeal from the learner will:

• Investigate the learners appeal in full and try to seek a solution negotiated between the relevant assessor and learner.

The outcome of the appeal may be as follows:

• Confirmation of the original decision
• A re-assessment by an independent assessor
• A judgment that adequate evidence meeting the assessment criteria has been shown
• An opportunity to re-submit for assessment within a revised agreed timescale.

The written decision of the Internal Quality Assurer will be issued to the learner within ten working days of confirming receipt of the appeal. This decision will be recorded in the Appeals Log.

The Appeals Log will be available to any representative of NCFE and/or a representative of the Regulatory Body.

If the learner is still not satisfied with the decision at this stage and this procedure has been exhausted, then the learner can contact NCFE.

APPEALS FORM

Download the Appeals form here.

Assessment and Internal Quality Assurance Policy

1. Policy Statement

UK Business and Science College (UKBSC) is committed to ensuring that assessment and internal quality assurance processes are fair, valid, and robust. This policy outlines our assessment principles and internal quality assurance strategy in line with NCFE regulations.

2. Principles of Assessment

• All assessment decisions must be valid, reliable, fair, and authentic.
• Learners must be assessed only against published NCFE criteria.
• Feedback must be timely, constructive, and help learners progress.
• Assessments are designed to meet NCFE requirements and encourage inclusive practice.

3. Roles and Responsibilities

• Assessors: Plan and deliver assessments, provide feedback, and make judgments based on evidence.
• IQAs: Monitor assessment decisions, provide feedback to assessors, and ensure standardisation.
• Quality Nominee: Oversees the implementation of quality assurance procedures and acts as the liaison with NCFE.

4. Assessment Planning

• Assessment plans are created for each programme and shared with learners.
• Plans include deadlines, assessment methods, and opportunities for formative assessment.
• Opportunities for resubmission and re-assessment are managed fairly and in accordance with NCFE rules.

5. Internal Quality Assurance (IQA) Strategy

• Sampling: All assessors and units are sampled regularly based on risk (new staff, new units, borderline grades).
• Standardisation: Regular standardisation meetings are held to ensure consistency and shared understanding of standards.
• Observation: IQAs observe assessment practices and provide developmental feedback.
• Feedback: IQAs provide written and verbal feedback to assessors to support improvement.
• Tracking: IQA activities are tracked and documented in an IQA plan and reviewed each term.

6. Evidence and Record Keeping

• Assessment decisions, feedback, learner declarations, and IQA records are securely stored.
• Documentation is retained for at least 3 years after certification.
• Records are made available to NCFE External Quality Assurers (EQAs) as required.

7. Continuous Improvement

• Learner and assessor feedback is used to review assessment and IQA practice.
• The Quality Nominee leads regular reviews to ensure ongoing compliance and enhancement of quality processes.

Complaints Policy

Our Responsibilities

UK Business and Science College are committed to providing a high quality service for our learners, clients and the community we serve.

We will deal with legitimate complaints in a fair, prompt and objective manner. Complaints will be dealt with without recrimination and learners will not be disadvantaged by raising a complaint.

We will be fair in the treatment of all those who complain irrespective of age, gender, ethnicity and disability. Complaints will be dealt with promptly and constructively. All complaints will be dealt with in confidence but shared with any person who may be the subject of a complaint. The outcomes of any complaint will be shared with the complainant and any staff involved. Complaints made which, on investigation, turn out to be malicious, may result in disciplinary action.

The Head of Centre will be responsible for the management of the Complaints Policy and all learners will be informed whom the Head of Centre is.

Scope of Complaints Procedure

The Procedure deals with complaints arising from:

• Delivery (or lack of delivery) of services for education and training including teaching, course content, tutoring, assessment, feedback on progress and learner support during learning programmes
• Incorrect or misleading information about services provided by the Centre
• Delivery (or lack of delivery) of support services provided by the Centre including administration of fees, enrolment processes, Centre accommodation, health and safety and learner resource services
• Unacceptable actions or behaviour by Centre staff and/or other learners in the Centre

How to complain

Complaints must be made in writing to the Head of Centre.

Support can be made available for all those involved in a complaint including:

• Representation: parent, guardian, friend or supporter
• Help with completing the written complaint

Induction will provide further details regarding this process.

Informal resolution of complaints

Most complaints should be able to be resolved by discussion between the complainant and the appropriate member of staff. The initial complaint may be made orally or in writing and the member of staff receiving the complaint should make a response within five working days, orally or in writing. It is expected that staff are tactful and courteous in dealing with a complaint. If the complainant is dissatisfied with the response received, they should then be guided to using the formal procedure.

Formal procedure

A formal complaint should be made in writing within two working days of an incident or action from which the complaint arises, or from the date when the complainant received an oral or written reply to an informal complaint (see above). In exceptional circumstances, a longer period will be considered. The complaint should be sent to the Internal Quality Assurer. If the complaint involves the Head of Organization, the Internal Quality Assurer will be appointed to manage the process. The complaint will be logged and its receipt will be acknowledged to the complainant within two working days.

The Internal Quality Assurer will carry out an investigation of the complaint and may interview the complainant; the respondent; witnesses to the matter or events; and anyone they believe may have a role in establishing or disproving the complaint, as necessary.

The Internal Quality Assurer will record the outcome of the complaint and either arranges a meeting to deliver the outcome or notify all those involved in writing as appropriate within 30 working days of the complaint. All outcomes will be confirmed in writing to all those involved.

If the complaint involves a learner, they will be offered support at the meeting. All learners will be encouraged to bring a supporter to the interview. Vulnerable Adults and those under 16 years of age must have the support of their care worker, or a person of their choice, who can act as their advocate and the Internal Quality Assurer must be informed.

The formal complaint should be resolved within three working days of the receipt of the original formal complaint. If it appears that a decision will not be reached within the due period, those involved will be advised of the need for a longer period.

The decision made will be final but this does not affect an individual’s legal rights.

Review of the Complaints Policy and Practice

Annually, the Internal Quality Assurer will review the Complaints Policy and Practice to include:

• Number of complaints of each type
• Time taken to process complaints
• List of outstanding complaints
• Outcomes to complaints
• Results of appeals
• Analysis of complaints and outcomes by age, gender and ethnicity of complainant.

If changes are required, the Complaints Policy will be rewritten and all staff and learners will be informed.

A record of all complaints for 3 years will be available to the relevant authorities for audit purposes.

Conflicts of Interest Policy

1. Purpose

The purpose of this Conflicts of Interest (COI) Policy is to ensure that all employees, trustees, directors, and associated individuals of the UK Business and Science College (hereafter referred to as "the College") conduct their professional duties and responsibilities in an ethical manner, free from any conflicts of interest that may affect their decision-making and undermine the trust and integrity of the institution.

This policy outlines the procedures for identifying, disclosing, managing, and resolving conflicts of interest to maintain the College's reputation and uphold the values of fairness, transparency, and accountability.

2. Scope

This policy applies to all employees, trustees, directors, consultants, contractors, and any individuals who perform services for or on behalf of the College (hereafter referred to as "relevant persons").

3. Definition of Conflict of Interest

A conflict of interest arises when a relevant person's personal interests (whether financial, familial, or otherwise) could interfere with their ability to act in the best interests of the College, compromise their professional judgment, or affect the impartiality of the College’s decision-making.

Conflicts of interest can be actual, potential, or perceived and may arise in the following circumstances:

• Financial Interests: Where an individual has a direct or indirect financial interest in a business or organisation that could be affected by their decisions within the College.
• Personal Relationships: Where an individual’s personal or familial relationships may influence their decisions.
• Outside Employment: Where an individual holds outside employment or positions of influence that could be seen as competing with the College’s interests.
• Gifts and Hospitality: Where an individual is offered or accepts gifts, favours, or other benefits from individuals or organisations that have dealings with the College.

4. Duty to Disclose Conflicts of Interest

Relevant persons must disclose any actual, potential, or perceived conflict of interest as soon as they become aware of it. This disclosure must be made in writing to their line manager, or, in the case of trustees and directors, to the Chair of the Board.

If the conflict arises or becomes known during a meeting, the relevant person must declare it immediately, and they should not participate in the discussion or decision-making process related to the conflict.

5. Procedures for Managing Conflicts of Interest

Once a conflict of interest has been disclosed, the College will take the following steps:

• Evaluation: The College will evaluate the nature, extent, and seriousness of the conflict of interest.
• Management Plan: The College will develop a plan to manage the conflict, which may involve:
  • Removing the individual from decision-making processes where the conflict exists.
  • Ensuring the individual does not benefit from the conflict in any way.
  • Identifying alternative measures to protect the College’s interests.
• Recusal: In cases where the conflict cannot be managed appropriately, the relevant person may be required to recuse themselves from certain decisions, roles, or activities.

6. Monitoring and Review

The College will maintain a register of conflicts of interest, which will be reviewed periodically to ensure that all conflicts are being properly managed and resolved. Relevant persons will be asked to update their disclosures annually, or whenever their circumstances change.

7. Failure to Disclose or Address Conflicts of Interest

Failure to disclose a conflict of interest or to comply with this policy may result in disciplinary action, up to and including dismissal, for employees, or removal from office for trustees or directors.

8. Gifts and Hospitality

The acceptance of gifts, hospitality, or other favours can create the appearance of a conflict of interest. All gifts, favours, or hospitality offered to relevant persons must be reported in accordance with the College's Gifts and Hospitality Policy. Gifts or benefits of significant value (e.g. over £50) should generally be refused, and any received must be disclosed in writing.

9. Conclusion

The College is committed to maintaining a transparent, ethical, and fair environment in all its operations. This policy ensures that conflicts of interest are identified, managed, and resolved promptly, to maintain the integrity and credibility of the College and its staff.

Approval and Review

This Conflicts of Interest Policy was approved by the Board of Trustees on 26 July and will be reviewed annually or sooner if required by changes in legislation or College procedures.

Contingency and Adverse Effects Policy

1. Policy Statement

UK Business and Science College (UKBSC) is committed to ensuring the continuity and integrity of qualification delivery, assessment, and certification for all learners. In accordance with Ofqual General Conditions of Recognition and NCFE requirements, UKBSC has robust contingency plans in place to manage and mitigate the impact of adverse events, including the withdrawal of centre approval status.

2. Purpose and Scope

Purpose

• To outline the procedures for managing serious disruptions or adverse effects.
• To ensure business continuity and learner protection in the event of centre withdrawal or significant operational failure.
• To comply with NCFE and Ofqual requirements.

Scope

This policy applies to:

• All NCFE Level 3 qualifications delivered by UKBSC.
• All learners, staff, and stakeholders involved in the administration and delivery of NCFE courses.
• External circumstances that may affect UKBSC’s ability to deliver qualifications.

3. Definition of Adverse Effects

An adverse effect is defined as any event that:

• Impacts the centre’s ability to deliver qualifications effectively.
• Affects the validity, reliability, or fairness of assessment or certification.
• Results in disruption or disadvantage to learners.
• Leads to loss or restriction of NCFE centre approval.

Examples include:

• Loss of centre recognition or NCFE approval.
• Fire, flood, or natural disaster.
• Staff illness or turnover affecting delivery.
• Breach of regulatory or NCFE conditions.
• Data loss or IT failure.
• Financial insolvency or closure of the College.

4. Contingency Planning and Risk Management

UKBSC conducts regular risk assessments and maintains a Contingency Risk Register. Proactive planning includes:

• Cross-training of staff to ensure cover for teaching and assessment duties.
• Secure cloud-based backup of learner data and assessments.
• Use of multiple internal assessors and verifiers to reduce dependency on key personnel.
• Pre-approved alternative delivery arrangements and venue access if the site is compromised.

5. Procedure in the Event of Centre Withdrawal

If UKBSC’s NCFE Centre Approval is suspended or withdrawn, the following steps will be taken to protect learner interests:

a. Immediate Notification

• NCFE will be notified immediately of the situation and UKBSC will fully cooperate with all NCFE instructions.
• Learners will be informed clearly, in writing, of the situation and any impact.

b. Learner Protection and Continuity

UKBSC will:

• Work with NCFE to transfer learners to an alternative approved centre to complete their qualifications.
• Provide full access to all learner records, portfolios, assessments, and progress data to support transition.
• Refund tuition fees (in part or whole) if services cannot be delivered as agreed, subject to the learner contract.
• Where appropriate, offer remote/online delivery or compressed catch-up sessions via partnership arrangements.

c. Data and Assessment Protection

• All assessment records, internal quality assurance documents, and learner portfolios will be retained and securely transferred to NCFE or another provider.
• Access to platforms used (e.g. VLEs, ePortfolios) will be maintained or duplicated to facilitate learner continuity.

6. Communication Plan

In the event of a contingency:

• Learners will receive updates within 48 hours via email, SMS, and College website.
• Staff will receive internal briefings and action plans.
• NCFE will be provided with a full status report, action log, and risk assessment.
• Parents, employers, and relevant partners will be informed of implications and support options.

7. Review and Reporting of Adverse Effects

• All serious adverse events will be logged in the Adverse Effects Register.
• The Quality Manager will lead investigations and ensure reports are submitted to NCFE and Ofqual where required.
• Findings will be used to improve contingency strategies and training.

8. Responsibilities

• Principal: Ultimate responsibility for contingency planning and regulatory compliance.
• Quality Manager: Day-to-day management of adverse events, reporting to NCFE, and ensuring quality assurance.
• Course Leaders: Implement continuity measures at curriculum level and support learners.
• DPO and IT Manager: Ensure secure access and transfer of learner data in emergencies.

9. Policy Monitoring and Review

This policy is reviewed annually or following any adverse event. Updates will reflect changes in NCFE or Ofqual requirements.

Next scheduled review: July 2026

10. Related Policies and Procedures

• Centre Withdrawal Procedure
• Learner Refund and Transfer Policy
• Business Continuity Plan
• Complaints and Appeals Policy
• Data Protection (GDPR) Policy
• NCFE Centre Agreement and Conditions

Controlled Assessment Policy

1. Policy Statement

UK Business and Science College (UKBSC) is committed to ensuring that all controlled assessments are conducted fairly, securely, and in accordance with NCFE requirements. This policy outlines procedures for planning, delivering, and quality assuring controlled assessments for Level 3 qualifications.

2. Purpose

• To uphold the integrity and validity of assessment outcomes.
• To ensure assessments are conducted under appropriate levels of control as required by NCFE.
• To comply with awarding body and regulatory guidelines.

3. Assessment Planning

• All controlled assessments are scheduled and mapped within the programme delivery plan.
• Learners are informed of assessment dates, requirements, and rules in advance.
• Assessments are designed to align with NCFE learning outcomes and grading criteria.

4. Supervision and Conduct

• Controlled assessments are delivered under conditions defined by NCFE (e.g., high, medium, or low control).
• Assessments are invigilated or supervised by authorised staff.
• Learners are briefed on expected conduct and prohibited behaviours.
• Access to unauthorised materials is not permitted unless specified by the assessment brief.

5. Assessment Evidence

• Evidence may include written tasks, practical work, audiovisual recordings, or digital submissions.
• All evidence must be authenticated by the assessor and signed by the learner.
• Evidence is stored securely and submitted for internal and external quality assurance as required.

6. Special Considerations

• Reasonable adjustments and special considerations are made in line with the relevant UKBSC policy and NCFE guidance.
• Requests are submitted to the Exams Officer with supporting evidence for review and approval.

7. Security and Confidentiality

Assessment materials are kept secure and only accessible to authorised personnel.

Digital files are stored on encrypted drives or secure platforms.

Any breach of assessment security is reported immediately to the Quality Nominee and NCFE.

8. Internal Quality Assurance

• IQAs sample controlled assessment evidence as part of the standard verification process.
• Observations of assessment delivery are conducted periodically to ensure compliance.
• Feedback from IQA is shared with assessors to promote continuous improvement.

9. Records and Reporting

Assessment records, learner declarations, and IQA reports are retained for a minimum of 3 years post-certification.

Records are available to NCFE EQAs and for audit purposes.

Data Protection and GDPR Policy

1. Policy Statement

UK Business and Science College (UKBSC) is committed to full compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. We recognise the importance of protecting the personal data of learners, staff, and third parties and ensure data is processed fairly, lawfully, transparently, and securely.

This policy sets out how UKBSC collects, processes, stores, and shares data in the context of NCFE-accredited Level 3 course delivery, ensuring legal and ethical data handling in all aspects of academic and administrative operations.

2. Purpose and Scope

Purpose:

• To protect personal data handled by UKBSC.
• To comply with UK GDPR and NCFE data governance requirements.
• To inform data subjects of their rights and how data is used.

Scope:

This policy applies to:

• All staff, contractors, and volunteers handling personal data.
• All learners enrolled in NCFE-accredited Level 3 programmes.
• Systems and processes used to collect and manage learner and staff data.

3. Legal Framework

This policy complies with:

• UK GDPR
• Data Protection Act 2018
• Privacy and Electronic Communications Regulations (PECR)
• NCFE Centre Agreements and Regulations

4. Data Protection Principles

UKBSC is committed to following the seven principles of data protection. Personal data must be:

1. Processed lawfully, fairly, and transparently
2. Collected for specified, explicit, and legitimate purposes
3. Adequate, relevant, and limited to what is necessary
4. Accurate and kept up to date
5. Kept no longer than necessary
6. Processed securely
7. Accountability – UKBSC is responsible for demonstrating compliance
8. Types of Personal Data Collected

UKBSC may collect the following personal data:

• Learners: Name, contact details, date of birth, qualifications, learning support needs, ethnicity (for monitoring), attendance, assessments, and results.
• Staff: Contact details, qualifications, DBS checks, employment records.
• Third Parties: Information necessary for partnership or contractual purposes.

Special category data (e.g., health, ethnicity, disability) is collected only when necessary and with explicit consent.

6. Lawful Basis for Processing

UKBSC processes data under the following lawful bases:

• Contract – to fulfil our obligations as an NCFE-accredited centre.
• Legal obligation – to comply with UK education and safeguarding laws.
• Consent – where required, especially for marketing or sensitive data.
• Legitimate interest – to support teaching, learning, and administration.

7. Data Subject Rights

All individuals whose personal data is held by UKBSC have the right to:

• Be informed about how their data is used
• Access their personal data (Subject Access Request)
• Correct inaccurate or incomplete data
• Request deletion (where appropriate)
• Restrict or object to processing
• Data portability (where applicable)
• Requests should be submitted in writing to the Data Protection Officer (DPO) at UKBSC.

8. Data Sharing and Disclosure

UKBSC will only share personal data when necessary and:

• With NCFE for qualification registration, certification and quality assurance
• With government agencies (e.g. Ofqual, DfE, ESFA) as legally required
• With third-party service providers under strict data protection agreements
• With parents/guardians only where legally permitted or consented

We will never sell or misuse personal data.

9. Data Security

UKBSC ensures that personal data is stored and processed securely:

• All staff receive data protection training
• Access to systems is restricted to authorised users
• Personal data is encrypted or password-protected where appropriate
• Paper records are kept locked and securely disposed of when no longer needed
• Data breaches are reported and investigated under a formal procedure

10. Data Retention

Data is retained only as long as necessary for educational, legal or operational purposes, in line with the UKBSC Data Retention Schedule and NCFE retention guidance. Key examples:

• Learner records: 6 years after course completion
• Assessment evidence: 3 years minimum post certification (per NCFE)
• Safeguarding records: up to 25 years (as per statutory guidance)

11. Roles and Responsibilities

• Board of Governors: Ensures strategic compliance with data law.
• Principal: Overall responsibility for policy implementation.
• Data Protection Officer (DPO): Oversees compliance, training, and data breach response.
• All Staff: Must follow data protection principles and UKBSC procedures.

12. Data Breaches

UKBSC maintains a Data Breach Response Plan. All data breaches must be reported immediately to the DPO. Serious breaches will be reported to the Information Commissioner’s Office (ICO) within 72 hours, if required by law.

13. Monitoring and Review

This policy is reviewed annually or when regulations change. Audits, incident reports, and stakeholder feedback inform continuous improvement.

14. Complaints

Complaints about data protection should be addressed to the DPO in the first instance. If unresolved, individuals can contact the Information Commissioner’s Office (ICO) at: www.ico.org.uk

15. Contact Details

Data Protection Officer (DPO) UK Business and Science College Email: [email protected] Phone: 020 4613 2294 Address: Suites 1 and 3 The Atrium, Park Street West, Luton, LU13BE

Equality, Diversity and Inclusion (EDI) Policy

1. Policy Statement

UK Business and Science College (UKBSC) is committed to promoting and advancing equality, diversity, and inclusion in all aspects of our provision, particularly in the delivery of NCFE-accredited Level 3 courses. We are dedicated to creating a learning environment where everyone is treated with dignity and respect, and where differences are valued and celebrated.

This policy outlines how UKBSC ensures compliance with the Equality Act 2010 and NCFE’s quality assurance requirements. It covers all staff, learners, contractors, and stakeholders involved in the delivery and support of Level 3 programmes.

2. Purpose and Scope

The purpose of this policy is to:

• Ensure that equality, diversity and inclusion are embedded in teaching, learning and assessment practices.
• Eliminate unlawful discrimination, harassment and victimisation.
• Promote equal opportunity and foster good relations across all protected characteristics.
• Meet NCFE regulatory and quality expectations for inclusive education.

This policy applies to:

• All Level 3 courses delivered under NCFE licence.
• All staff involved in planning, delivery, assessment and quality assurance.
• All students enrolled on NCFE Level 3 programmes.
• External partners and visitors engaging with UKBSC.

3. Legal and Regulatory Framework

This policy is informed by:

• Equality Act 2010
• Special Educational Needs and Disability Regulations 2014
• Public Sector Equality Duty (PSED)
• NCFE's Diversity, Equality and Inclusion Policy
• Ofsted Education Inspection Framework (EIF)

4. Definitions

• Equality: Ensuring everyone has equal access to opportunities and resources.
• Diversity: Recognising, valuing and respecting individual differences.
• Inclusion: Actively creating a culture and environment where all individuals feel welcomed, supported and able to participate fully.

5. Commitments

UKBSC commits to:

• Embedding EDI principles in all course design and delivery processes.
• Providing reasonable adjustments for learners with disabilities or additional needs.
• Monitoring recruitment, retention, performance and progression by protected characteristics.
• Challenging discriminatory behaviour or language in any form.
• Offering regular staff training on inclusive teaching and unconscious bias.
• Consulting learners and staff on their experience of inclusion and taking action where needed.

6. Responsibilities

• Senior Leadership Team (SLT): Strategic oversight and ensuring compliance with legal and awarding body obligations.
• Course Leaders and Tutors: Embedding inclusive practices and supporting diverse learner needs.
• Quality Assurance Team: Monitoring delivery for fairness, accessibility and adherence to EDI principles.
• Learners: Respecting others and contributing to an inclusive learning environment.

7. Inclusive Practice in Course Delivery

UKBSC will:

• Use inclusive curriculum materials that reflect diverse perspectives and experiences.
• Ensure assessment methods are fair, accessible and non-discriminatory.
• Encourage open discussion about EDI topics where appropriate.
• Provide flexible learning where possible to support different needs and circumstances.
• Involve learners in shaping the delivery experience to ensure relevance and inclusivity.

8. Monitoring and Evaluation

UKBSC will:

• Collect and analyse data on learner applications, progression and outcomes.
• Conduct learner and staff surveys to gather feedback on inclusivity.
• Use NCFE external quality assurance reports to inform EDI development.
• Review this policy annually and update as necessary.

9. Complaints and Concerns

Any learner or staff member who feels they have been subject to discrimination, harassment or exclusion can raise a concern via UKBSC’s Complaints and Grievance Policy. All concerns will be treated seriously and handled confidentially.

10. Policy Review

This policy is reviewed annually or in response to changes in legislation or NCFE requirements. The next scheduled review is July 2026.

Learner Recruitment, Registration, and Certification Policy

1. Policy Statement

UK Business and Science College (UKBSC) is committed to transparent, inclusive, and compliant recruitment, registration, and certification processes that align with NCFE standards. This policy outlines our approach to ensuring fair access, timely registration, and accurate certification for all learners enrolled on NCFE Level 3 qualifications.

2. Learner Recruitment

• UKBSC promotes equality and access by publishing clear entry requirements and offering impartial information, advice, and guidance (IAG).
• Marketing materials and course information are reviewed for accuracy and clarity.
• Learners undergo initial assessment to ensure suitability for their chosen programme.
• Admissions decisions are made fairly and consistently, taking into account prior learning, experience, and additional support needs.

3. Registration Procedures

• All learners are registered with NCFE within NCFE’s published registration windows.
• The Exams Officer is responsible for maintaining accurate and complete records of learner enrolment.
• Learner details are submitted via the NCFE Portal, with data cross-checked against enrolment forms.
• Learners are informed of their registration status and given the opportunity to verify personal details.
• Any errors or amendments are corrected promptly and documented appropriately.

4. Certification Procedures

• Results and claims for certification are made in line with NCFE requirements and timelines.
• Only authorised staff submit results and request certificates.
• The Exams Officer checks all certificates for accuracy upon receipt.
• Certificates are issued to learners within 10 working days of receipt from NCFE.
• Replacement certificate requests are handled in accordance with NCFE procedures and logged internally.

5. Data Management and Compliance

• Accurate learner records are maintained securely and in accordance with the Data Protection Act 2018 and UK GDPR.
• Records include registration confirmations, assessment tracking, and certification logs.
• Internal quality assurance audits are carried out to ensure compliance with NCFE processes.
• Reports and evidence are made available for external quality assurance and NCFE audit.

6. Review and Monitoring

This policy is reviewed annually by the Exams Officer and Quality Nominee to reflect changes in NCFE procedures or regulatory guidance.

Learner Support Protocol Policy

1. Policy Statement

UK Business and Science College (UKBSC) is committed to providing high-quality, inclusive support to ensure all learners on NCFE Level 3 programmes have equal opportunity to succeed. This policy outlines our learner support strategy, ensuring academic, pastoral, and additional learning needs are met in accordance with NCFE guidelines and the Equality Act 2010.

2. Initial Assessment and Support Planning

• All learners undertake an initial assessment during enrolment to identify academic levels, learning styles, and support requirements.
• An Individual Learning Plan (ILP) is created for each learner and reviewed regularly.
• Learners with disabilities, additional learning needs, or medical conditions are referred to the SENCo for assessment and tailored support.

3. Academic Support

• Course tutors provide subject-specific support through tutorials, workshops, and revision sessions.
• Learning materials are accessible, and digital platforms are used to facilitate independent study.
• Progress reviews are held termly to ensure learners remain on track and to agree any further interventions if required.

4. Pastoral and Wellbeing Support

• Learners are assigned a personal tutor who acts as their main point of contact for advice and support.
• UKBSC offers access to counselling services and mental health support.
• Wellbeing workshops and resources are delivered as part of the tutorial programme.

5. Additional Learning Support (ALS)

• Learners who require ALS may receive 1:1 sessions, assistive technology, or classroom support.
• Exam concessions, such as extra time or readers, are applied for based on assessment and evidence.
• The SENCo coordinates all ALS provision in line with JCQ and NCFE requirements.

6. Learner Voice and Engagement

• UKBSC actively gathers learner feedback through surveys, focus groups, and the Learner Forum.
• Issues raised are reviewed by the Senior Leadership Team (SLT) and inform quality improvement planning.
• Learners are involved in shaping services and curriculum improvements.

7. Safeguarding and Confidentiality

• All learner support is delivered in accordance with UKBSC’s Safeguarding and Prevent Duty Policy.
• Confidentiality is maintained unless a safeguarding risk is identified, in which case appropriate disclosures are made following policy procedures.

8. Monitoring and Review

The effectiveness of learner support is monitored through learner feedback, success rates, and internal quality reviews.

Malpractice and Plagiarism Policy

1. Policy Statement

UK Business and Science College (UKBSC) is committed to maintaining the integrity and credibility of its assessment processes. This policy outlines the centre’s approach to preventing, detecting, and managing malpractice and plagiarism, in line with NCFE regulations and regulatory expectations.

2. Definitions

• Malpractice includes any act that compromises the integrity of the assessment process, such as cheating, collusion, fabrication of evidence, or impersonation.
• Plagiarism is defined as presenting someone else’s work, ideas, or data as one’s own without appropriate acknowledgement.

3. Preventative Measures

• Learners are informed about academic integrity and the definitions of malpractice and plagiarism during induction.
• Assessment briefs include reminders on originality and the need for learner declarations.
• Staff use plagiarism detection tools and ensure learners understand referencing and citation expectations.

4. Detection and Reporting

• Any suspicion of malpractice or plagiarism must be reported to the Quality Nominee using the Malpractice Incident Form.
• Staff are trained to recognise signs of potential misconduct.
• An initial review is carried out to determine if a formal investigation is required.

5. Investigation Procedure

• The Quality Nominee leads the investigation, gathering statements and evidence from the learner(s), assessor(s), and any witnesses.
• Learners are given an opportunity to respond to the allegation.
• The investigation is documented and findings are reviewed by the Head of Centre.

6. Outcomes and Sanctions

• Sanctions are proportionate and may include:
• Reassessment
• Mark reduction
• Disqualification from the unit or qualification
• Serious cases are reported to NCFE along with all supporting
• Learners are informed in writing of the outcome and the rationale for any decision made.

7. Appeals

• Learners have the right to appeal a malpractice decision through the centre’s Appeals Policy.
• Appeals must be made in writing within 10 working days of the outcome notification.

8. Staff Responsibilities

• All staff must follow this policy and model ethical assessment behaviour.
• Assessors and IQAs are responsible for maintaining a high standard of academic conduct and identifying any risks of malpractice.

9. Monitoring and Review

This policy is reviewed annually by the Quality Team and updated in accordance with NCFE guidance and feedback from staff and learners.

Recognised Prior Learning (RPL) Policy

1. Policy Statement

UK Business and Science College (UKBSC) recognises the value of learners’ previous achievements and experiences. This Recognised Prior Learning (RPL) policy ensures that prior learning can be formally assessed and credited toward NCFE Level 3 qualifications, in line with NCFE and Ofqual requirements.

2. Purpose

• To enable learners to avoid duplication of learning.
• To provide a structured process for recognising skills and knowledge previously gained.
• To support progression and access to further learning opportunities.

3. Scope

• Applies to all NCFE Level 3 qualifications delivered by UKBSC.
• Available to learners who can provide valid evidence of previously acquired knowledge, skills, or achievements.
• RPL can be used for full units only, not partial unit achievement.

4. RPL Process

• Learners interested in RPL must notify their tutor at the start of their programme.
• A formal RPL application form is completed with supporting evidence such as certificates, portfolios, or work-based documentation.
• Assessors map the evidence to the learning outcomes and unit criteria.
• Evidence must be valid, authentic, current, sufficient, and reliable.

5. Assessment and Quality Assurance

• Assessment decisions are made by qualified assessors.
• RPL decisions are internally verified through the IQA process.
• Records of the decision and evidence are securely stored.
• NCFE EQAs may review RPL samples during external quality assurance visits.

6. Certification

• Successfully recognised prior learning contributes toward qualification achievement.
• All valid RPL claims are submitted to NCFE through the normal certification process.
• The Exams Officer ensures accurate reporting of RPL outcomes.

7. Appeals and Complaints

• Learners can appeal an RPL decision via the UKBSC Appeals Policy.
• Any complaints about the process are addressed through the Complaints Policy.

8. Monitoring and Review

The policy is reviewed annually to ensure compliance with NCFE guidance and centre procedures.

Register of Conflicts of Interest

1. Purpose of the Register

The purpose of this Register of Conflicts of Interest (the "Register") is to provide a record of all conflicts of interest declared by employees, trustees, directors, consultants, contractors, and any individuals who perform services for or on behalf of the UK Business and Science College (the "College"). The Register ensures transparency and accountability in managing and addressing any conflicts of interest within the institution.

2. Scope

This Register applies to all relevant persons, including but not limited to:

• College staff (academic and non-academic)
• Trustees and Directors of the College
• Consultants and contractors engaged by the College
• Any individual who holds a position of influence or performs services on behalf of the College

3. Guidelines for Entry in the Register

The following details must be included in the Register for each conflict of interest:

• Name of the Relevant Person: The name of the individual declaring the conflict.
• Position: The role held by the individual within the College.
• Nature of the Conflict: A brief description of the conflict of interest (e.g., financial, personal relationships, outside employment, gifts, or hospitality).
• Date of Disclosure: The date on which the conflict of interest was disclosed.
• Details of the Conflict: A more detailed description of the nature of the conflict, including any relevant financial interests, relationships, or external affiliations.
• Action Taken: The measures taken by the College to manage or resolve the conflict, such as recusal from decision-making or removal from relevant activities.
• Date of Resolution (if applicable): The date the conflict was resolved, if applicable, and how it was resolved (e.g., conflict no longer exists, individual recused from involvement).

4. Format of the Register

The Register should be maintained in a secure and accessible format and reviewed periodically to ensure it remains accurate and up to date. It may be maintained electronically or in hard copy format, depending on the College’s preference.

Register of Conflicts of Interest

See the Register of Conflicts of Interest

5. Review and Update

• The Register will be reviewed annually, or sooner if necessary, by the College’s Compliance Officer, the Board of Trustees, or other appropriate governing body.
• Relevant persons will be reminded annually to review their disclosures and update the Register if there have been any changes in their circumstances.
• The Register will be made available to key stakeholders upon request, in accordance with the College’s confidentiality and data protection policies.

6. Confidentiality and Data Protection

All information contained in the Register will be treated with confidentiality and in compliance with the College's data protection policy, relevant legislation (such as the Data Protection Act 2018), and GDPR requirements. Personal data will only be shared on a need-to-know basis and for the purposes of ensuring proper management of conflicts of interest.

7. Conclusion

The College is committed to transparency, integrity, and the ethical management of conflicts of interest. The Register of Conflicts of Interest serves as an essential tool in ensuring that the College's operations remain impartial and in the best interest of all stakeholders.

Approval and Review

This Register of Conflicts of Interest was approved by the Board of Trustees on 26 July and will be reviewed annually or sooner if required by changes in legislation or College procedures.

Risk Assessment and Health & Safety Policy

(Including Public Liability)

1. Policy Statement

UK Business and Science College (UKBSC) is committed to providing a safe, healthy, and supportive environment for all learners, staff, visitors, and contractors. This policy outlines the measures UKBSC takes to comply with the Health and Safety at Work Act 1974, NCFE requirements, and local authority standards in relation to the delivery and assessment of NCFE Level 3 qualifications.

2. Legal Duties and Responsibilities

• The Principal holds overall accountability for health and safety compliance and implementation.
• A named Health & Safety Officer is responsible for day-to-day safety monitoring and reporting.
• All staff are legally required to cooperate with safety policies and take reasonable care of themselves and others.
• The College ensures compliance with other key legislation, such as the Management of Health and Safety at Work Regulations 1999, COSHH 2002, and the Equality Act 2010.

3. Risk Assessment Procedures

• Risk assessments are conducted for all areas where teaching, learning, assessment, or learner support takes place.
• Specific risk assessments are undertaken for:
• Practical classrooms or science labs
• IT suites and electrical equipment
• Fire evacuation routes
• Trips, placements, and work experience settings
• Assessments are reviewed annually or after any significant incident or change to activities.

4. Staff Training and Induction

• All staff receive mandatory health and safety training annually, including fire safety, first aid awareness, and manual handling.
• New staff undergo site-specific induction, including risk awareness and emergency procedures.
• Tutors delivering NCFE qualifications are trained to assess environmental and learning risks for their cohorts.

5. Learner Safety and Responsibilities

• Learners are briefed on safety procedures during induction and are expected to follow all guidance given.
• Health and safety posters and emergency signage are clearly displayed.
• Accidents or near misses must be reported immediately to a member of staff.

6. Emergency Procedures

• Evacuation routes are signposted; fire drills are held each term and logged.
• First aid boxes are accessible in all key areas, and a register of qualified First Aiders is maintained.
• Emergency contact numbers and procedures are shared with staff and displayed in each teaching area.

7. Public Liability and Insurance

UKBSC maintains valid Public Liability Insurance as required under law and NCFE Centre Conditions.

• Insurance coverage includes:
  • Injury to learners, staff, or visitors on site
  • Damage to third-party property during educational activities
  • Insurance certificates are prominently displayed and reviewed annually.

8. Incident Reporting and Investigation

• All incidents must be logged using the UKBSC Incident Report Form and submitted to the Health & Safety Officer.
• The Health & Safety Officer investigates incidents and recommends preventative measures.
• Reports are stored securely and reviewed monthly by the Health & Safety Committee.

9. Monitoring and Continuous Improvement

• Regular audits and walkthroughs are conducted by the Facilities Manager.
• Health and Safety is a standing agenda item at Senior Leadership Team (SLT) meetings.
• Learner and staff feedback is used to enhance safety procedures.

10. Review of Policy

This policy will be reviewed annually or immediately following any significant change to legislation, site infrastructure, or NCFE compliance expectations.

Safeguarding Policy (including Prevent Duty)

1. Policy Statement

UK Business and Science College (UKBSC) is committed to safeguarding and promoting the welfare of all learners. We ensure a safe learning environment where everyone is protected from abuse, neglect, exploitation, and radicalisation. This policy supports compliance with the Children Act 1989 & 2004, the Education Act 2002, the Safeguarding Vulnerable Groups Act 2006, and the Prevent Duty under the Counter-Terrorism and Security Act 2015.

2. Scope

• This policy applies to all staff, volunteers, contractors, and learners involved in NCFE Level 3 programmes.
• It covers all safeguarding concerns including child protection, online safety, bullying, harassment, and Prevent-related matters.

3. Designated Safeguarding Leads

• A Designated Safeguarding Lead (DSL) oversees all safeguarding matters.
• At least one Deputy DSL is appointed to ensure availability.
• Contact details of the DSL are shared with staff and learners and prominently displayed across the campus.

4. Staff Responsibilities and Training

• All staff complete annual safeguarding and Prevent training.
• New staff receive safeguarding induction on appointment.
• Staff are required to report any concerns immediately to the DSL or Deputy DSL using the Safeguarding Concern Form.

5. Learner Awareness and Support

• Safeguarding and British Values are covered in learner induction.
• Learners are encouraged to report concerns about their own or others’ safety.
• Posters, leaflets, and learner handbooks include safeguarding information.
• Confidential pastoral and counselling support is available.

6. Prevent Duty Compliance

• The College actively promotes British Values and counters radicalisation.
• Staff are trained to identify signs of extremism or radicalisation.
• Concerns are reported to the DSL, who may involve external agencies such as Channel or the Police if necessary.

7. Safer Recruitment

• Enhanced DBS checks are carried out for all staff before appointment.
• Two references and identity checks are required for all new hires.
• Recruitment and induction processes reinforce safeguarding expectations.

8. Responding to Concerns

• Concerns are recorded and investigated confidentially.
• The DSL determines appropriate action and liaises with local safeguarding partners if needed.
• Records are securely stored and regularly reviewed.

9. Monitoring and Review

Safeguarding practices are monitored by the DSL and reviewed annually by SLT to reflect legislative changes and best practice.

Special Considerations and Reasonable Adjustments Policy

1. Policy Statement

UK Business and Science College (UKBSC) is committed to providing fair and equal access to assessment for all learners. This policy sets out the procedures for applying reasonable adjustments and special considerations to support learners in accordance with NCFE guidelines and the Equality Act 2010.

2. Definitions

Reasonable Adjustments: Changes made to assessment arrangements in advance to reduce the effect of a disability or difficulty.

Special Considerations: Post-assessment arrangements to compensate learners who have experienced temporary illness, injury, or other unforeseen events that may have affected their performance.

3. Principles

• Adjustments must not advantage or disadvantage the learner.
• Each application is considered on a case-by-case basis, ensuring the integrity of the assessment is maintained.
• Supporting evidence must be provided and retained.

4. Reasonable Adjustments Procedures

• Learners disclose additional needs at enrolment or during initial assessment.
• The SENCo assesses support needs and works with tutors to arrange suitable adjustments.
• Adjustments may include extra time, assistive technology, modified materials, readers, or scribes.
• Where necessary, approval is sought from NCFE prior to assessment.

5. Special Considerations Procedures

• Requests are submitted to the Exams Officer as soon as possible after the affected assessment.
• Valid supporting evidence (e.g. doctor’s note, bereavement documentation) must be provided.
• Applications are submitted to NCFE in accordance with their published deadlines and procedures.

6. Staff Responsibilities

• Tutors and assessors must identify and refer learners who may require support.
• The SENCo coordinates adjustments and ensures they are implemented.
• The Exams Officer manages communication with NCFE and maintains documentation.

7. Record Keeping and Confidentiality

• Records of all adjustments and considerations are securely stored.
• Learner information is treated with confidentiality and used only for support purposes.
• All decisions and communications are logged and reviewed periodically.

8. Monitoring and Review

The effectiveness of this policy is reviewed annually and informed by learner feedback, audit findings, and NCFE updates.

Transfer of Credits, Recording Exemptions, and Learner/Qualification Withdrawal Policy

1. Policy Statement

UK Business and Science College (UKBSC) supports the principles of learner mobility and flexibility by allowing the transfer of credits and the appropriate recording of exemptions. The College also recognises that learners may choose or need to withdraw from qualifications. This policy ensures that such processes are handled transparently and in line with NCFE expectations.

2. Transfer of Credits

• Learners may transfer credit for completed units from previous qualifications where there is clear equivalence and alignment with NCFE specifications.
• Requests must be supported by valid evidence (e.g., official transcript, unit certification) and reviewed by the Quality Nominee.
• All transfers are assessed for comparability of learning outcomes and subject to internal quality assurance.

3. Recording Exemptions

• Exemptions are granted only where learners provide clear, verifiable evidence of prior achievement that matches the learning outcomes of a unit.
• Exemptions cannot be granted for mandatory assessments or core NCFE-specific units without NCFE approval.
• All exemptions must be documented, approved by the Exams Officer and Quality Nominee, and recorded in the learner's file.

4. Learner Withdrawal Procedure

• Learners wishing to withdraw must complete a formal Withdrawal Form.
• Programme leaders will conduct an exit interview to understand reasons and offer appropriate guidance or alternatives.
• The Exams Officer updates NCFE systems and internal MIS to reflect withdrawal.
• Fees and refunds are handled in accordance with the College’s refund policy and learner contract.

5. Qualification Withdrawal

• In cases where a qualification is withdrawn by UKBSC, learners will be informed at the earliest opportunity.
• A transition plan is put in place to allow learners to complete their programme or transfer to another provider.
• NCFE will be informed and all records, portfolios, and progress logs will be shared securely as needed.

6. Data Management and Reporting

• Accurate and timely data is maintained for all transfers, exemptions, and withdrawals.
• The Exams Officer ensures all updates are reflected in internal records and the NCFE Portal.
• Records are retained securely in line with NCFE and UK GDPR requirements.

7. Monitoring and Review

This policy is reviewed annually to ensure alignment with NCFE centre guidance and changes to qualification frameworks.